Greenhouse Integration

 

Greenhouse is the leading hiring software for growing companies. Greenhouse Recruiting drives engaging candidate interactions at every touchpoint, eliminates the administrative burden and keeps everyone on the hiring team engaged.

This guide is to teach you how to integrate your Greenhouse account with your Vetty account. This will automatically invite the candidate to Vetty when you move the candidate to your "Background Check" Stage in Greenhouse. 

 

Prerequisites:

Before proceeding with the Greenhouse and Vetty integration, the following steps need to be followed:

1. The organization must have a Greenhouse account and must be registered as a client in Vetty.
2. The user configuring the integration must have an account with Site Admin and Developer permissions in Greenhouse.

To create a user account with developer permissions in Greenhouse:

In order to proceed with a Greenhouse integration with Vetty, your user account in Greenhouse with developer permissions must include both:

• Can manage ALL organization’s API Credentials
• Can manage and configure webhooks

If you are a Site Admin without these permissions, someone from your team who is also a site admin can grant them for you. 

Now, let's start integrating the two systems

Adding a webhook

Webhooks act as a bridge for the Greenhouse and Vetty integration. To configure the webhooks to the greenhouse account, you will first need the Endpoint URL as provided by the Vetty team.

Note: If you do not have this yet, you can get this easily by emailing your account manager, or by emailing support@vetty.co. 

Once in possession of the URL, follow these steps in Greenhouse:
Configure    > Dev Center > Web Hooks > WebHooks

 

Create a New Web Hook

Within the Web Hooks Section is where you will stage details, that tell the Vetty platform when to deploy a check.  Please follow the below steps: 

• Name this Webhook - Generally, most simply choose “Vetty Web Hook” or "Vetty"
• “When” - Please select "Candidate has changed stage"
• Endpoint URL - Please utilize the Endpoint URL given to you by the Vetty account manager. It will be https://api.vetty.co/ats/webhook_processor/company_name/[companyname]
• Create an appropriate secret key and provide that webhook secret key to your Vetty account manager. This can be whatever you like. It is case-sensitive, so be sure to send the exact match to your account manager
• Fill in an appropriate email address for error handling
• Leave the selector for Disabled to be No
• Click on the Create Web Hook button to complete setting up the web hook.

Create a Harvest API key

It is time to set up a New Harvest API key.  The user will have access to a page that lists all the API credentials (if any).  Please follow the below instructions: 

Configure  > Dev Center > API Credentials > Create New API Key

• Type: Select Harvest 
• Partner: Vetty
• Description: The general recommendation is to put Vetty
• Manage Permissions
  

COPY Your API Key and place it in an email to your Account manager. This is needed for the Integration

 

Managing API Permissions

In the same API Credentials tab is where you will now set up, enable, and manage permissions.  

Select the checkboxes as follows:

• Applications
  • DELETE: Delete Application
  • GET: Retrieve Application
  • GET: List Applications
  • PATCH: Update Application
  • POST: Advance Application
  • POST: Move Application
  • POST: Reject Application
  • POST: Moves Application to Job
  • POST: Unreject Application
• Candidates
  • GET: Retrieve Candidate
  • GET: List Candidates 
  • PATCH: Edit Candidate
  • POST: Add Note
• Users
  • GET: Retrieve User
  • GET: List Users
• Offers
  • GET: List Application's Offers
  • GET: Retrieve the Application's Current Offer
  • GET: Retrieve Offer
  • GET: List Offers
• Activity Feed - Select All
  • GET: Retrieve Activity Feed
• Jobs
  • GET: Retrieve Job
  • GET: List Jobs
• Job Posts
  • GET: List Job Posts
  • GET: Retrieve Job Post for Job
• Job Stages - Select All
  • GET: Retrieve Job Stage
  • GET: List Job Stages
  • GET: List Job Stages for Job
• Offices
  • GET: Retrieve Office
  • GET: List Offices
• Custom Fields: Select All
  • GET: Get Custom Fields
  • POST: Create Custom Field
  • DELETE: Delete Custom Field 
  • PATCH: Update Custom Field
• Custom Field Options
  • GET: Custom field options
  • DELETE: Remove custom field options
  • PATCH: Update custom field options

Click Save

Create Custom Options for Vetty

Now, after the permissions for the API key are configured, you have to create 3 custom Candidate options which will be used by Vetty to populate the background check details in your greenhouse portal. This will allow you to see background details while in the candidate profile in Greenhouse

To add these 3 new fields:
Start by clicking Configure  > Custom Options > Candidates > Add Field.

Now, create 3 custom fields with these exact names:

Background

• Type: Short Textbox
• Mark Private
• Save, and follow the above steps to create a new field

Background Status

• Type: Short Textbox
• Mark Private
• Save, and follow the above steps to create a new field

Report.

• Type: URL
• Mark Private
• Save

This ensures that only your users with Private fields permission will be able to check the status of background checks

Provide Information to Vetty to complete integration! 

Now that the newly added harvest API key has been configured on the Greenhouse system, it’s time to provide just a few details to your Vetty account manager, or to support@vetty.  They will need: 

• Copy of API key 
• The Secret Key
• The name of the user in Greenhouse that you would like to manage this integration

Deploy Checks and Review Background Check Statuses

New checks that are moved to the background check stage will trigger an order to the Vetty system. The background check details will be updated on the Greenhouse platform automatically in the “Private Tab”. 

To review the background check report, simply click on the link, sign in to your Vetty account, and review. 

 

A Few More Options to Customize the Integration

If you have multiple Background Check packages that you want to run on many different roles, you will need to set up another Custom Option in Greenhouse. 

• If you have many jobs and many job titles with many package options, the best option is to select the check package on the Greenhouse side.
• If you have a few job titles & and openings that need a package other than the default, the best option is to map the Job Opening name to the package in Vetty.

If You need to Select a Check Package from the Greenhouse side

Navigate to Configure > Custom Options > Jobs > Add Field

The field name must be exactly “Background Package”

• Field Type: Single Select
• Options: The options listed need to match the exact names of the background check packages in your Vetty account. You can email your Account Manager for this information or find it in the Packages Tab within Vetty
• Mark Required

Click Save

Now, in order to map each job to the correct package, you will select which background package you need when creating the job. Don't forget to edit this field for your current job openings!

 

If you would like to map the job name to the Packages in Vetty.

• If you decide not to go the custom Job option route, please provide the name of the job and package you want to be associated with that job role to your Vetty Account Manager. If you do not know who this is, please email support@vetty.co 
  •  For example, an "Outside Sales Representative" may get the “Criminal + MVR” package.  The package name can be found on the Vetty Dashboard by clicking “Packages”.  In anywhere you have not specified which background check package, a default package in your Vetty client profile will be assigned.  

Once this information has been provided to the Vetty team, your account manager will confirm receipt and will proceed with linking the job openings with the background package.